Meeting and Events Project Coordinator - SF

Gap Inc.•San Francisco, CA

About The Position

About the Role The Meeting and Events Coordinator is part of a fast-paced team that manages all types of Gap Inc. meetings, events and activations for our brands and corporate functions. This dynamic individual must develop strong, and high-trust relationships with internal and external partners. This role is highly collaborative and partners with team members, external vendors, and cross-functional business partners across the organization. Meeting Coordinators support the planning and execution of internal corporate meetings, conferences, and events for Gap Inc and their brands. This role is responsible for handling event logistics, coordinating vendors, maintaining project timelines, and coordinate with all internal departments. Working under the direction of the Sr. Manager, Corporate Meetings and Events, the Coordinator plays a vital role in delivering seamless and impactful event experiences for internal and stakeholders. What You'll Do Event Logistics & Coordination Assist with venue research, selection, and contracting. Coordinate meeting logistics including room setups, catering, A/V, transportation, and accommodations. Prepare and maintain event documentation such as budgets, timelines, checklists, floorplans, Liaison with Creative and Business partners for creative needs, including name badges, and attendee materials. Support on-site event execution and serve as a liaison for attendees, vendors, and " staff. Travel may be required Registration & Communication Coordinate pre-event communications, reminders, and logistics emails. Respond to attendee inquiries and provide timely customer service. Coordinate with the travel agency on attendee’s travel and address out of policy bookings Compile travel manifest Coordinate ground transportation Handles Rooming list with hotels and manages the room block(s), alerting the Manager of any risk of attrition Vendor & Internal Liaison Support vendor coordination, including gathering quotes, confirming services, and managing delivery schedules. Collaborate with internal departments (Gap Tech, Facilities, Travel, Security, Catering, Concierge) to ensure all aspects of the event are properly supported. Track and confirm event orders, shipments, and deliveries Budget & Administrative Support Assist with tracking expenses, processing invoices, and reconciling budgets. Maintain organized records of event contracts, payments, and receipts General inbox Mailbox Management and maintain calendars. Be the first point of contact for simple inquiries and coordination with other departments. Event Technology & Reporting Use event management tools and platforms to support project management Assist in compiling event recaps. Help maintain the meetings and events calendar and shared team documents

Requirements

3+ years of experience coordinating corporate meetings and events, including vendor sourcing, logistics, and on-site execution
Experience coordinating, hotel room blocks, rooming lists, and ground transportation
Skilled in vendor coordination, including sourcing quotes, confirming services, and managing deliveries and timelines
Experience partnering cross-functionally with internal teams including Technology, Facilities, Travel, Security, Catering, and Concierge
Demonstrated ability to track budgets, process invoices, reconcile expenses, and maintain organized contract and payment records
Highly organized with exceptional attention to detail and the ability to manage multiple events and priorities simultaneously
Strong written and verbal communication skills with a customer-service-oriented approach
Proficient in event technology tools, post-event reporting, surveys, and shared documentation platforms
Willingness to travel and support events on-site as needed
Able to lift 40lbs

Nice To Haves

Knowledge of SocialTables and Eved payment platform a plus

Responsibilities

Assist with venue research, selection, and contracting.
Coordinate meeting logistics including room setups, catering, A/V, transportation, and accommodations.
Prepare and maintain event documentation such as budgets, timelines, checklists, floorplans
Liaison with Creative and Business partners for creative needs, including name badges, and attendee materials.
Support on-site event execution and serve as a liaison for attendees, vendors, and " staff.
Coordinate pre-event communications, reminders, and logistics emails.
Respond to attendee inquiries and provide timely customer service.
Coordinate with the travel agency on attendee’s travel and address out of policy bookings
Compile travel manifest
Coordinate ground transportation
Handles Rooming list with hotels and manages the room block(s), alerting the Manager of any risk of attrition
Support vendor coordination, including gathering quotes, confirming services, and managing delivery schedules.
Collaborate with internal departments (Gap Tech, Facilities, Travel, Security, Catering, Concierge) to ensure all aspects of the event are properly supported.
Track and confirm event orders, shipments, and deliveries
Assist with tracking expenses, processing invoices, and reconciling budgets.
Maintain organized records of event contracts, payments, and receipts
General inbox Mailbox Management and maintain calendars.
Be the first point of contact for simple inquiries and coordination with other departments.
Use event management tools and platforms to support project management
Assist in compiling event recaps.
Help maintain the meetings and events calendar and shared team documents